Organisation
Work/Task Breakdown
Planning
- Project initiation
- Preparation of brief
- Project planning
- Sign-off of brief
Requirements Gathering & Preparation of ITT
- Identify stakeholders across University
- Establish requirements for SAP across stakeholder groups
- Translate user requirements into functional requirements within ITT
- Identify other requirements for inclusion in ITT
- Cross-check requirements with standard question sets for ITTs from IS Applications
- Review all questions and weightings with project team & management
- Produce final version of ITT with Procurement Manager
Analysis of Submissions & Award of Contract
- Evaluate all received tenders in terms of mandatory requirements
- Score all tenders that pass the mandatory requirements
- Score all pertinent tenders in commercial terms
- Determine the bid (if any) that scores best overall
- Pass recommendation of project team to project board for review
- Await decision of award by project board
- Work with chosen supplier on contract negotiation and associated terms of service
Closure
- Prepare completion report
- Submit for approval
- Close project
Resources, Skills and Costs
The main resource required from IS Applications is for a project manager and business analyst to contribute to, and provide support for, the project manager in the Careers Service who is managing the main project (LIT0563) being run in conjunction with Procurement. The IS Apps PM needs to have experience of preparing questions sets and ITTs for procurement, as well as assessing submissions. This PM is also expected to provide an understanding of IS requirements and facilitate communications across all the involved areas who have a stake in the project. IS Apps are also providing a specialist business analyst from the Enterprise Architecture team who will provide expertise on CRM-type procurements.
It is not yet known if other staff in IS Applications will be needed for work beyond consultancy for, and review/approval of, the ITT question sets. This will depend on the solution that is chosen through the procurement exercise, and the need to undertake any further work that may be identified will be addressed at a later stage in the project.
The project has been estimated as requiring 50 days effort across IS Applications.
The estimate is another 50 days for the subsequent implementation project that should follow this one.
Project Stakeholders
| Name | Business Area | Role | Communication Plan | |
|---|---|---|---|---|
| Beth Munro | Development & Alumni | Alumni Manager (Project Team) | ||
| David Watters | IS Applications, Project Services | Project Manager (Project Team) | ||
| Franck Bergeret | Service Excellence Programme (Student Admin & Support) | SEP Lead | ||
| Grant Spence | Development & Alumni | Project Sponsor | ||
| Jason Murphy | IS Applications, Enterprise Architecture | Business Analyst (Project Team) | ||
| Jenny Shaw | Development & Alumni | D & A Project Manager | ||
| Jim McGeorge | USG Business Unit | Programme Owner | ||
| Karen Osterburg | Student Systems Partnership | Contact re student data | ||
| Michele Riva | Development & Alumni | Applications Support Analyst (Project Team) | ||
| Ruth Donnelly | Careers Service | Business Manager | ||
| Sharon Sinclair | Procurement Services | Procurement Manager (Project Team) | ||
| Sheila Fraser | IS Applications, Project Services | Programme Manager | ||
| Simon Raeside | Careers Service | Business Project Manager (Project Team) | ||
| Suran Perera | IS Applications, Applications Management | Applications Support Analyst |
Project Estimations
| Task | 16-17 | 17-18 | Total |
|---|---|---|---|
| Initiation | 2.5 | 2.5 | |
| Project Planning | 2 | 2 | |
| Project Management | 5 | 8 | 13 |
| Quality Assurance | 2.5 | 3 | 5.5 |
| Business Analysis | 7 | 3 | 10 |
| Procurement Tasks | 6 | 8 | 14 |
| Unplanned | 2 | 2 | |
| Closure | 1 | ||
| Totals | 25 | 25 | 50 |